# Privacy Policy for College Youth Games Event
**Effective Date:** sATURDAY 04 JULY
1. Introduction
Welcome to the College Youth Games Event.. We are committed to protecting the privacy and personal information of all participants, volunteers, spectators, coaches, and staff involved in the Event.
This Privacy Policy explains how we collect, use, store, and protect your personal information.
2. Information We Collect
We may collect the following information:
Participant Information
* Full name
* Date of birth or age
* Gender (if required for competition categories)
* Student identification number
* College or team affiliation
* Contact information (email address, phone number)
* Emergency contact details
* Medical information relevant to participation and safety
Volunteer and Staff Information
* Name
* Contact details
* Role and responsibilities
* Identification documents where required
Media and Event Information
* Photographs
* Videos
* Audio recordings
* Competition results and statistics
## 3. How We Use Your Information
We use personal information to:
* Register participants and teams
* Organize and manage competitions
* Verify eligibility and participation
* Ensure participant safety and emergency response
* Communicate event updates and schedules
* Publish results, rankings, and awards
* Promote current and future events
* Comply with legal and institutional requirements
4. Photography and Media Consent
During the Event, photographs and videos may be taken for:
* Event documentation
* College publications
* Official websites
* Social media platforms
* Promotional materials
By participating in the Event, individuals consent to the use of their images and recordings unless they notify the Event organizers in writing before the Event.
For participants under the age of 18, parental or guardian consent may be required.
5. Information Sharing
We may share information with:
* Event organizers and officials
* Participating colleges and teams
* Medical personnel in emergencies
* Service providers supporting event operations
* Government authorities where required by law
We will not sell personal information to third parties.
6. Data Security
We implement reasonable administrative, technical, and physical safeguards to protect personal information from:
* Unauthorized access
* Loss
* Misuse
* Disclosure
* Alteration
Only authorized personnel will have access to participant information.
7. Data Retention
Personal information will be retained only for as long as necessary to:
* Administer the Event
* Maintain event records
* Meet legal, regulatory, and institutional obligations
Information that is no longer required will be securely deleted or anonymized.
8. Participant Rights
Participants may have the right to:
* Access their personal information
* Request correction of inaccurate information
* Request deletion of personal information where permitted by law
* Withdraw consent for certain processing activities
Requests should be submitted to the Event organizers using the contact information below.
9. Children's Privacy
Where participants are minors, consent may be obtained from a parent or legal guardian before collecting or processing personal information, as required by applicable laws.
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be communicated through official Event channels and will become effective upon publication.
11. Contact Information
For questions regarding this Privacy Policy or the handling of personal information, please contact:
Event Coordinator: Patrick Petelo
Email: paddy@pjcagencies.co.nz
Phone: 021721902
Address: 36 Bruce McLaren Road Henderson
